Title: ADMINISTRATIVE SPECIALIST (Branch Library Operations Full-time 40 hours)
Location: Koelbel Library 5955 S. Holly Street Centennial, CO 80121
Reports to: Library Manager
FLSA Status: Full-time (40 hours), Non-exempt
Pay Rate: $19.40 - $24.20
Purpose: Provides administrative assistance to the Library Manager, Library Supervisors and branch library operations.
Essential Duties and Responsibilities:
50% ADMINISTRATIVE SUPPORT
- Tracks budget expenditures and generates budget reports.
- Manages purchasing transactions including credit card receipts and statements, purchase orders, vendor communication, delivery tracking, as well as allocating all department purchases into budget management software.
- Conducts purchasing for the branch/department including associated research, bids, and maintenance, with an eye to maximizing value.
- Conducts supply purchasing for the library/department including associated inventory, distribution, and organization/storage.
- Manages continuing education request process for departments including correct completion of forms, guidance of district processes, and final documentation and reporting
50% OPERATIONAL SUPPORT
- Provides operational support for the branch/department by tracking data such as work order requests and gathering data for reporting purposes.
- Troubleshoots technology including AV and office equipment within branch/department provides technical support, including placing service calls and meeting with vendors to ensure timely and effective resolution.
- Assists with cash management of receipts and deposits.
- Works closely with Library Supervisor and Library Manager, communicating current operational projects and issues and solicits input and feedback for decisions and follow up.
- Serves as a liaison with other district departments and administrative specialists as well as outside vendors and organizations.
- Assists with scheduling and organizing internal building/department meetings, events and celebrations
- Organizes work spaces and assists with space planning of the branch, including staff spaces, public spaces, collection and shelving requirements, and signage for the library/department
Performs other related duties as assigned and requested
Minimum Qualifications:
- One year of similar or related experience, such as library service, customer service or administrative assistance.
- Intermediate technology skills, including file management, file sharing, Microsoft Word, Excel, Windows, PowerPoint, and Outlook.
- Ability to maintain confidential information.
- Ability to successfully work with people of all ages and diverse backgrounds.
- Strong attention to detail and organizational skills.
- Demonstrate enthusiasm for an environment of constant change.
- Ability to provide outstanding service to internal and external customers.
- Strong verbal and written communication skills.
- Ability to travel between facilities.
- Ability to work a flexible schedule in order to prepare for and assist in meetings/events that may deviate from normal weekly schedule.
- Strong time management skills
- Ability to work effectively with multiple interruptions and fluctuating priorities
Preferred Qualifications:
- Bachelor's degree.
- Accounting software experience.
Work Environment:
- The essential duties for this position are performed in an indoor office environment.
- Moderate noise (computers, phones, printers, etc.)
Physical Activities:
Physical activities required to perform essential duties include:
- Must be able to remain in a stationary position 25-50% of the time.
- Must be able to move around 50-75% of the time.
- Ability to lift to 40 lbs.
- Ability to carry up to 40 lbs.
- Ability to push and pull a cart weighing up to 100 lbs.
- Ability to kneel, crouch, reach and stoop 25% of the time.
- Use of hands, fingers, and grasping of books, DVD's are required, with repetitive motion.
- Long periods of sitting, remaining stationary, or moving around.
- Repetitive actions which may include typing, etc.
- Bending, grasping, stretching without limitations which includes stocking supplies and moving furniture around, etc.
- Lifting above your waist, head etc. up to 25 lbs.
This job description describes the general level of work being performed and is not necessarily an all-inclusive list of job-related responsibilities, duties or aspects associated with the job, and may be amended anytime based on business need. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the po
Inclusion and diversity are part of our values at Arapahoe Libraries. Qualified applicants who represent the diversities of the communities we serve are encouraged to apply.
Health Insurance, Voluntary Life Insurance, Long Term Disability, Retirement Plan, Time Off Programs (Vacation, Sick, Holidays)
Established in 1966, the Arapahoe Library District serves more than 200,000 residents living in Arapahoe County. Arapahoe County and other major suburban counties make up the greater metropolitan area surrounding Denver, Colorado. The Arapahoe Library District operates eight branch libraries, including mobile library services, and a library at the County Detention Center, funded by the Arapahoe County Sheriff's Department. A seven-member Board of Trustees sets the library budget and determines policy.
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